Global Services

A host is an FFFDG employee approved by the appropriate affiliation representative to be responsible for the activities and conduct associated with the successful visit or assignment of a non-U.S. citizen accessing the Fermilab site or resources. There are two categories of hosts, onsite and offsite. On-site hosts are assigned to non-U.S. citizens requesting physical access. Off-site hosts are assigned to non-U.S. citizens requesting logical access.

Hosts are required per DOE Order 142.3B Unclassified Foreign National Access Program.

Points of contact are FRA approved individuals responsible for confirming and approving an individual’s business reason and for the confirming activities associated with the individual’s access to the Fermilab site and/or use of information or technologies. All worker types have a Fermilab point of contact.

Escorts are trained individuals who are accountable for the daily activities of a visitor for the duration of a planned visit. Escorts are required to complete Fermilab Escort Training to accompany any persons at the lab who are accessing non-public areas and do not have a Fermilab badge. This role is applicable to all visitor and worker types.

Hosts are assigned to non-U.S. citizens only and are required per the DOE Order 142.3B Unclassified Foreign National Access Program. Their responsibilities are tied to their assigned non-U.S. citizen’s activities and access at the lab.

The Foreign National Access Program (FNAP) office assigns hosts when access is requested or at the time of new hire or badge renewal. The assignment is based on several factors such as the non-U.S. citizen’s affiliation, the host’s current host limits, and the type of access. If you have questions, please contact the FNAP office.

Hosts are associated with a specific affiliation. When selecting a host to assign to a non-U.S. citizen, the FNAP office chooses from the list of hosts for that affiliation. Therefore, hosts are available to host for any non-U.S. citizen requesting access for that affiliation. Due to the volume of non-U.S. citizens requesting access and the ratio of hosts available to host, it is unfeasible to allow special parameters, for example, to allow a host to host a single person or a select group of people. The FNAP office appreciates your cooperation. If you have questions, please reach out to the FNAP office.

Hosts can access their host list in FermiWorks/WorkDay in the SAGE environment. Follow the steps outlined below.

1. Log into FermiWorks/WorkDay. Enter your name into the search bar and press enter.
2. Select “Host – (Last name, First name)” from results.
   1. If you’re not able to find this option, verify that “All of WorkDay” is selected from Categories.
3. Click the name “Host – (Last name, First name)” and all the information related to your host project displays.
4. Click the resources tab to display your assigned hostee(s).
5. If the list is blank, you are not currently hosting anyone.

The on-site host limit is 20 individuals. There is no limit for offsite hosts. Offsite and on-site host limits may not be combined to determine a host’s count. Offsite and on-site counts are separate.

It is a requirement for hosts to identify themselves to their assigned non-U.S. citizen. Hosts must be aware of the scope and technologies their assigned non-U.S. citizen will have access to. The FNAP office does not anticipate that hosts know all of their assigned non-U.S. citizens personally. If you have questions about the person assigned to you, please reach out to the individual’s point of contact. The point of contact information can be found in the host notification email. If you think that you should be reassigned as host, please contact the FNAP Office promptly.

The role of hosts does not expire; however, hosts are required to take host training annually. If your host training is expired, the FNAP team will contact you to ensure your training gets updated. If you no longer wish to serve as a host, please contact the FNAP office. They will need to reallocate your assignees.

In certain circumstances, Foreign National Security Plans (FNSPs) are required. In these particular situations, the host is responsible for acknowledging their assigned non-U.S. citizen’s Foreign National Security Plan (FNSP). As required by DOE, a FNSP accompanies a non-U.S. citizen’s access request in certain circumstances. The FNSP must include details regarding the individual’s access to the Fermilab site, information, or technologies. FNSPs are intended to assist hosts in their responsibilities regarding terms and conditions of access approval, such as protecting information and facilities not intended for access by the foreign national.

To acknowledge the FNSP or make changes prior to signing off, please follow the instructions in this Knowledge Base article (Services log-in required).

If you have already signed the FNSP, but continue to receive notices, this may mean the following:

• The individual has multiple affiliations.
• There was an edit to the FNSP.
• The FNSP was not attached to the original ServiceNow email.

Please contact the FNAP office if you have any questions on next steps.

As a J-1 Exchange Program Sponsor, Fermilab must report all “incidents” to the Department of State that “have or could endanger the health, safety, or welfare of an exchange visitor or otherwise could be expected to bring the Department of State, the Exchange Visitor Program, or the sponsor’s exchange visitor program into notoriety or disrepute. You can find a list of potentially reportable incidents here.

You can reach out to the Fermilab Service Desk at servicedesk@fnal.gov.

For all password assistance you can reach out to the Service Desk via email servicedesk@fnal.gov, phone (630) 840- 2345, or visit their location on the Wilson Hall ground floor.

Hosts are assigned during the access process for every access request that is submitted by a non-U.S. citizen. A host can be changed for many reasons including but not limited to expired host training, exceeding host limit, or removal from affiliation’s approved host list.

For any personal or professional travel outside of the U.S. (short periods included), the host must be notified, and the host must contact the FNAP Office. For questions on what Fermilab owned equipment can be taken/used out of the U.S. please reach out to our Cybersecurity team at cybersecurity@fnal.gov.

If you are in the process of renewing your passport or updating your visa documents you may still submit an access request or renewal; but if you submitted old documentation and require a secure link to upload new documents, please reach out to the following: for Users/Affiliates & Subcontractors reach out to the Campus Access Office at CampusAccess@fnal.gov, for Business Visitors reach out to the Event Coordinator Office at eventcoordinators@fnal.gov.

You can reach out to our Visa Office at visaoffice@fnal.gov for assistance or guidance with Visa related questions. If you need assistance with an invitation letter you can reach out to the FNAP Office at FNAP-Request@fnal.gov for assistance.

You can fill out this form for key/card access or reach out to Security at access@fnal.gov for more assistance.

Non-U.S. citizens are expected to alert their assigned host of anything that would affect their status in the United States. These actions include but are not limited to the following: change in name/passport/U.S. visa information, change in U.S. immigration status, change in Fermilab access dates, any plans to leave the U.S. (short periods of time included), and any interactions with law officials that may affect their legal status in the Unites States. Failure to follow these responsibilities may result in disciplinary actions and/or loss of access.

Site access coordinators are assigned and specially trained members of Fermilab affiliations who provide proactive support to visitors. They have in-depth knowledge about access form completion, basic workflow expectations and data entry guidance, and they can provide general assistance or information about subsequent process steps. To see a list of site access coordinators as well as helpful guidance documents please click here.